Administrative Officer at GIZ

The Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH is the implementing agency of the Federal Republic of Germany for technical and international cooperation. It offers flexible, sustainable and effective solutions in political, economic and social change processes.  Most of the work of GIZ is commissioned by the German Federal Ministry for Economic Cooperation and Development (BMZ). GIZ also operates on behalf of other German ministries as well as public and private bodies in Germany and abroad. These include the European Commission, the United Nations, the World Bank and governments of other countries.

The BMZ special initiative ONE WORLD Without Hunger has set itself the goal of reducing extreme poverty and hunger. As part of this initiative, the global Sustainable Fisheries and Aquaculture (GM Fish) Project aims to increase the supply of fish products for the non-nutritious population in partner countries as well as employment and income in sustainable and artisanal fisheries and aquaculture.

In Zambia, many small-scale households suffer from nutrition that is qualitatively and quantitatively insufficient. The national prevalence of malnutrition in Zambia is currently estimated at approximately 40 per cent. The role of fish, in the context of a healthy diet, is currently gaining worldwide attention, as fish is no longer just an often-favored form of animal protein, but also an excellent source of essential (micro)nutrients. A more balanced diet should therefore include fish where culturally accepted and available.

Increasing fish production is a priority of the Zambian government. The Government of the Republic of Zambia, through the “Fish for Food” project, is being supported in implementing the National Aquaculture Strategy which contributes to the first two objectives of the National Aquaculture Development Plan.

The module objective is: “Zambia’s food-insecure population has access to more fish products and a higher income from sustainable and resource-efficient aquaculture in pond management and from fisheries in dams”. The project is being implemented in two provinces with a centralised control system in Lusaka. In the Eastern Province, the component for fisheries is being implemented in dams and in Luapula Province, aquaculture in sustainable and resource-saving fish farming.

In order to meet the project’s administrative needs, GIZ is seeking a suitable candidate for the following position:

Administrative Officer (based in Mansa)

REF: GIZ_AQU_ADM

Main tasks and responsibilities:

• Coordinating support staff in the Mansa office
• Managing accounting and payments for the AQUACULTURE and FANSER sub-accounts in the Mansa office
• Coordinating the administrative needs of the Mansa Office
• Ensuring that the Mansa office is in compliance with the financial and administrative regulations
• Providing administrative services and management support for the programme

Coordination of support staff at the Mansa office

• Coordinating support staff at the Mansa office
• Supporting the respective line managers by providing daily guidance to assistance staff and support staff

Finance and accounting for relevant Sub-Account(s)

• Preparing and monitoring monthly budgets for the cash box and bank account
• Facilitating payments through the cash box and bank account within the agreed amount limits
• Monitoring cash and bank balances, initiating the transfer of funds from the Lusaka office and making cash withdrawals from the project bank account including regular cash and bank reconciliations
• Ensuring all payment documentation is in line with cash account agreements
• Labelling expenditure vouchers for other projects properly to ensure proper separation of project funds in accounting
• Maintaining and updating the electronic cash and bank book in WINPACCS
• Immediately reporting any surplus or shortfall in cash
• Correctly submitting and timely the monthly accounts for the AQUACULTURE and FANSER Sub-Account to the GIZ Office in Lusaka by the given deadlines
• Immediately informing programme management of any financial or accounting irregularities
• Performing monthly reviews of project receivables related to the Sub-Account and, where necessary, following up with partner/debtor and maintaining a file on all related correspondence
• Maintaining a receivables overview spreadsheet to monitor advance payments and retirements and including it in the monthly accounting to ensure clearing of project receivables
• Preparing and accompanying internal controls/audits at the Mansa office and providing all financial and accounting information to the (internal) auditors
• Correcting errors detected in the monthly error sheets and in internal controls related to the Sub-Account

Administration and coordination

• Coordinating daily office operations
• Monitoring the availability of supplies and stock
• Being responsible for facility management of the Mansa office premises in close collaboration with the administrative assistant and the support staff and backstopping by the superior
• Coordinating the driver schedules and ensuring that visitors and experts arriving in the Luapula Province are well catered for
• Supporting the security focal point for the Mansa office in terms of administration
• In consultation with the superior, coordinating the AgriFood Lusaka office and GIZ Office Zambia on the modes of service delivery for the Mansa office

Compliance with financial and administrative regulations

• Monitoring the setting-up and handling of vehicle and generator logs and fuel consumption sheets for the Mansa office
• Reviewing travel applications and travel claims by the Mansa office staff before they are submitted to Lusaka for processing
• Advising on travel allowances, transport refunds and event management
• Ensuring that documents are filed in both hard copy and soft copy (DMS) in line with GIZ’s filing rules
• Making recommendations to the line manager or the AgriFood programme coordinator on improving the efficiency of the programme accounting activities and procedures

Other duties/additional tasks:

• Being responsible for all issues related to the programme’s accounts for post-paid SIM cards and invoicing private use of official phone lines for all programme staff
• Ensuring that computers and software function properly in collaboration with the IT officer and/or IT consultants
• Maintaining good communication and coordination with the AgriFood Lusaka office, GIZ Office Zambia, partner organisations and other GIZ projects/programmes on all issues related to his/her areas of responsibility
• Maintaining confidentiality of information/data
• Substituting other administrative staff in the programme when required
• Performing any other duties/tasks assigned by programme management

Qualifications and requirements:

• Minimum of a bachelor’s degree in Business Administration or a similar field, or the equivalent of a bachelor’s degree in Accounting (minimum ACCA Level II); an MBA is an added advantage
• Membership (minimum Licentiate) of the Zambia Institute of Chartered Accountants (ZICA) is an added advantage

Professional experience:

• At least 3-5 years’ professional experience in a similar position
• Broad experience in administration and coordination with a focus on finance/ accounting
• Previous experience working at international organisations is an advantage
• Previous experience of working at GIZ is an added advantage

Other knowledge, additional competences:

• Fluency in English, both written and oral
• Excellent numerical skills
• Good knowledge of financial planning and accounting
• Knowledge of international standard procurement processes
• Good working knowledge of ITC technology (related software, telephone, fax, email, the Internet), computer applications (e.g. MS Office) and experience in using accounting software
• Strong communication and interpersonal skills with the ability to work in a multicultural and multidisciplinary team
• Ability to maintain high standards of confidentiality, especially when handling sensitive information/data
• Strong organisational skills; must be proactive and be able to manage and prioritise workload and be accustomed to working under pressure with high resilience and self-motivation
• Must be willing to travel within Zambia

.